Executive Assistant

Job Summary The incumbent is responsible for providing administrative support to their assigned group. The role coordinates travel arrangements, meetings, events, inbound and outbound deliveries, as well as mail. Moreover, the incumbent maintains various inventories and handles all payable accounts.

Main Responsibilities Accounts Payable

• Review and reconciliate all invoices for the group
• Handle all payables including crew accommodation and transportation, heritage waste, pest control, cable, internet, courier, potable water, derailment security, and Hallcon taxi
• Review and reconciliate PCard and Corporate Travel Account (CTA) transactions
• Review and approve crew expenses

Administrative Support

• Provide administrative support to the group (e.g., travel, expenses, Service Manager questions, policy adherence, report preparation)
• Organize meetings and group events
• Handle file uploads to E-records

Office Duties

• Handle inventory management including tablets, radios, office supplies, Personal Protective Equipment (PPE) and vehicle
• Act as the vendor contact for supplies, including Acklands vending machine
• Arrange crew transportation and accommodations for shortages, relocations, and new hire employees
• Coordinate all inbound and outbound deliveries via Courier
• Coordinate all inbound and outbound Mail items via FedEx

Safety

• Participate in regional safety initiatives including DEKRA by aiding the group
• Prepare reports for the General Manager (GM)
• Coordinate safety meetings or events

Working Conditions The role has standard working conditions in an office environment with a regular workweek from Monday to Friday and is eligible to participate in CN's hybrid work model. The role involves managing priorities and delivering work within established timelines, with support from the team to ensure sustainable and effective workload management. The role requires minimal travel (10%) across the assigned group.

Experience Administration

• Between 2 to 3 years of experience working in a fast-paced autonomous environment
• Candidates with an equivalent combination of education, training, and experience will be considered

Education/Certification/Designation

• Secondary School Diploma or General Education Diploma (GED)
• College or Business Diploma*
• Candidates with equivalent practical experience, education, or training will be considered
• Any requirement marked with (*) will be considered an asset (not mandatory).

Competencies

• We Care About Each Other
• We Strive for Excellence
• We Succeed Together
• We Lead Responsibly
• Coordination
• Support
• Influence
• Build trust
• Listening

Technical Skills/Knowledge

• Knowledge of administrative techniques
• Proficiency in Microsoft Office (Word, Excel, Lotus Notes, PowerPoint) and Systems, Applications and Products (SAP)*
• Any requirement marked with (*) will be considered an asset (not mandatory).